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PART II
ACQUISITION OF HUMAN
RESOURCES

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 Chapter 2:
Job Analysis

Topic Outline:
 Definition of Job Terms
 Job Analysis and Its Uses
 Methods Used in Job Analysis
 Recommended Steps in Conducting Job Analysis
 Writing the Job Description
 Writing the Job Specifications

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 Definition of Job Terms
 Position – the responsibility and duties performed by
an individual
 Job – group of positions that is similar in duties
 Occupation – group of jobs that is similar as to the kind
of work and is found throughout an industry
 Job classification – grouping of jobs on some
specified bases such as the kind of work or pay
 Job evaluation – the systematic and orderly process of
determining the worth of a job in relation to other jobs
 Tasks – coordinated and aggregated series of work
elements used to produce an output

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 Job Analysis (JA)

 the procedure used for determining/collecting

information relating to the operations and responsibility
of a specific job
 End results:
 Job description
 Job specifications

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Specific Information Provided by
Job Analysis
• Job title and location
• Organizational relationship – brief explanation of the
number of persons supervised (if applicable) and job title
of the position supervised. It also reflects supervision
received.
• Relation to other jobs – describes and outlines the
coordination required by the job.
• Job summary – condensed explanation of the content of
the job.
• Information concerning job requirements – it varies from
job to job. Usually provides information about machines,
tools, materials, mental complexity and attention
required, physical demands, and working conditions.

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 Uses of Job Analysis Information
1. Preparing the job description and writing the job
specification
 Job description – organized and factual
statements of the duties and responsibilities of a
specific job
 Job specifications – refer to the minimum
acceptable human qualities necessary for effective
performance of a given job
2. Recruitment and selection – searching for the right
person to hire for the right job

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3. Determining the rate of compensation – estimating the
value of and appropriate compensation for each job
4. Performance appraisal – involves comparison of actual
versus planned output (standard)
5. Training
Job analysis information is used for designing training
and development programs because the analysis and
resulting job description show the skills and, therefore,
training that is required.

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6. Career planning and development – movement of
employees into and out of positions, jobs, and
occupations
7. Safety – depends on proper layout, standards, equipment
and other physical conditions
8. Labor relations
An attempt of an employee to add or subtract from the
duties listed as a result of job analysis is a violation of the
standard.

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 Methods Used in Job Analysis
1. Interview
Job analysis information can be obtained by
interviewing the job incumbent or by group interviews
with group of employees doing the same job or by
interviewing the supervisor who is knowledgeable
about the job.
2. Observation – useful when a job consists mainly of
observable physical activity, like janitorial, factory
work, driving, etc.

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3. Questionnaires – the cheapest method for collecting
large amount of information in a short period of time
4. Employee recording/use of log book – recording of
job incumbents of job duties, frequency of the duties
and when the duties are accomplished

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 Writing the Job Description
The original purpose of job description is to establish a
level of difficulty of a specific position for the purpose of
establishing pay levels. Job description is the first and
immediate product of job analysis. It includes the
following:
1. Date written
2. Job status – full-time or part-time, including salary
3. Job identification – includes job title, department,
division, plant and code number for the job
4. Job summary – a brief one or two sentence
statement describing the purpose of the job and
what outputs are expected from job incumbents

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5. Working relationship, responsibilities, and duties
performed – show the jobholder’s relationship with others
inside and outside the organization
6. Authority of incumbent – defines the limit of the
jobholders authority, including his decision-making
authority, direct supervision of other personnel, and
budgetary limitations
7. Competency requirements – education and experience,
including special skills required to perform a given job
8. Working conditions – list the general working conditions
involved with the job, location of the job, and other
relevant characteristics of the immediate work
environment, such as hazards and noise levels

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 New Jobs and Hot Jobs in the
New Millennium
• Of more than 700 positions listed on the site, there are
several new titles including chart/board coordinator,
configuration manager, device driver engineers, network
administrator, network engineer, page publisher, web
developer and web publisher, java programmer, E-
business manager, E-consultant to name a few.
• Internet has changed the way people do things.
• More online shopping for example means more jobs in
package delivery services.
• With more young people on line, the Internet is also
seen as a key venue for reaching the coveted youth
market.

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 Writing the Job Specifications

Information contained in job specifications include:

1. Knowledge – body of information needed to
perform the job
2. Skills – capability to perform a learned motor task,
such as word processing skills
3. Ability – capability to perform a non-motor task,
such as communication abilities

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4. Personal characteristics – individual’s traits, such
as tact, assertiveness, concern for others, etc.
5. Credentials – proof of documentation that an
individual possesses certain competencies
6. Technical requirements – include criteria, such as
educational background, work experience, and
training

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